Contracts Manager

State of Montana • Helena, MT

1d • Hybrid

About The Position

This position is one of two Office of the Court Administrator’s contracts and purchasing officers for the Judicial Branch. The position reports to the Financial Services Director. The position is responsible for providing direction and technical assistance to staff in developing contracts, trains all staff involved in contracting procedures, develops contract monitoring schedules, and assists with overseeing contractor compliance. This position is also the leader for all Request for Proposal processes including resulting contracts. This position works with Judicial Branch personnel for purchasing of copiers, vehicles, office equipment, etc. to ensure compliance with procurement requirements.
The incumbent works independently with general supervision. The incumbent consults, seeks counsel and receives general guidance from the supervisor on matters concerning project planning and work in progress; keeps supervisor apprised of current and planned contracting projects and issues affecting the department and/or the work unit through meetings and written progress reports. Supervision is generally not exercised but may be done on a project basis.

Requirements

• Extensive knowledge of the theory and principles of state procurement, risk management and contracting laws and procedures.
• Ability to effectively organize, manage, and efficiently direct a diverse contracting program.
• Ability to negotiate effectively and successfully with contractors and their agents, often under very stressful circumstances.
• Capable of providing effective, professional leadership to professionally diverse staff, individually and in large group situations, and possess superior communication skills both written and oral.
• Ability to maintain effective working relationships with employees, contractors, other agencies, the public and elected officials is critical to this position.
• A bachelor’s degree in business management, public administration or a similar field.
• At least two years of experience with managing public contracts.
• Experience with the state procurement rules and statutes is required.

Nice To Haves

• Less than full time may be considered for the right candidate.

Responsibilities

• Directing and managing very large, diverse projects and needs that are unique to the Judiciary.
• Researching and formulating recommendations to the court administrator or staff person.
• Receiving and monitoring PIF plans from Youth Court chiefs and forwarding recommended plans to the Court Administrator.
• Developing agenda for Cost Containment Panel.
• Scheduling meetings and providing meeting minutes.
• Auditing and processing PIF contract invoices for payment.
• Authoring, revising, and enforcing use of standard contract and Request for Proposal shells.
• Authoring and revising the contracting manual which includes drafter's use instructions.
• Distributing manuals to all Judiciary locations and support personnel which sets forth the standards for uniform consistency of contract format, structure and contracting requirements in compliance with state contracted services and procurement laws (18-8-101 through 18-8-112).
• Consulting and collaborating with Department of Administration, State Purchasing, whenever solicitation of contracted services must be administered under their authority.
• Reviewing contracts for appropriate format, written clarity of contractor's scope of work, responsibilities, and compensation statements.
• Verifying that independent contractor status has been obtained, and that insurance limits and indemnification language is balanced with the level(s) of contractor's risk exposure.
• Keeping regular contact with supervisor, judges, court personnel, state and local government officials including the State Procurement Office and court organizations to provide explanations, coordinate activities, gather information, respond to inquiries, and resolve complaints.
• Automating the contracting process for the Judicial Branch including implementation of eMACS.
• Providing direction and technical assistance to staff in developing contracts.
• Training all staff involved in contracting procedures.
• Developing contract monitoring schedules.
• Overseeing contractor compliance.
• Leading all Request for Proposal processes including resulting contracts.
• Working with Judicial Branch personnel for purchasing of copiers, vehicles, office equipment, etc. to ensure compliance with procurement requirements.

Benefits

• Work/life balance
• Family friendly policies
• Dedicated and caring colleagues
• Health coverage
• Retirement plans
• Paid vacation, sick leave, and Holidays (combination of up to 38 per year)
• Opportunities and room for professional growth
• Public Service Loan Forgiveness - Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level